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Special Events Policy
University Facilities

This document serves to describe the University Facilities policy regarding services rendered to organize and run special events on campus.

Event Group Description

Event
Group
Description
A

Events designated as campus-wide. Events that promote and clearly are in line with the University mission. The following list identifies the events that meet these requirements:

  • Presidential events (defined as those events requested directly by the Office of the President)
  • Senior Breakfast/Celebration
  • Commencement (defined as general commencement in Alumni Arena and departmental events immediately preceding or following that use the general commencement set-up)
  • September Welcome/Discover UB/Preview Day
  • SEFA kickoff
  • University Convocation Orientation
  • New building dedications
B
 University-sponsored events, on campus grounds or in campus buildings, that are directly associated with the University. An admission charge may or may not apply to the event.
C
 Private events not associated or sponsored by the University. These are generally outside groups using campus facilities and/or grounds as the venue with no direct sponsorship from the University.
D
 Athletic events - athletic contests involving a varsity UB team.

Services

The event groups defined above will receive and be charged for services in the following manner:

Event
Group A
Campus-wide
Events

  • University-owned tables, chairs, podiums, flags and banners will be delivered by University Facilities at no charge on regular time.
  • Special event signage (E-3 signs) will be provided at no charge.
  • Sponsoring departments will be responsible for costs associated with providing supplemental tables, chairs, staging, etc. provided by outside vendors.
  • Regular time labor will be provided by University Facilities at no charge to facilitate setup, takedown, and clean up. Other than General Commencement, any overtime labor costs will be charged to the department.
  • Additional labor provided by University Facilities and as requested by the sponsoring department for services beyond setup and takedown will be charged standard labor rates defined by University Facilities.
Event
Group B
University-
Sponsored
Events
  • Sponsoring departments will be charged for delivery of University-owned tables, chairs, podiums, flags, banners, etc.
  • Sponsoring departments will pay for special event signage (E-3 signs).
  • Sponsoring departments will be responsible for costs associated with providing supplemental tables, chairs, staging, etc. provided by outside vendors.
  • Labor, as requested by the department for setup, takedown, clean up and other services, including utilities, will be charged at the standard labor rates defined by University Facilities.
Event
Group C
Private
Events
  • University Facilities does not provide tables, chairs or other equipment for these events. Event sponsor(s) will be responsible for providing the necessary equipment.
  • Special event signage will be provided and charged based on availability (University-sponsored events take priority).
  • Labor, as requested by the department for setup, takedown, clean up and other services, including utilities, will be charged at the standard labor rates defined by University Facilities.
Event
Group D
Varsity
Athletic
Contests
  • University Facilities will provide at no charge a specified level of service for athletic contests involving a varsity UB team.
  • Sponsoring department will pay for special event signage (E-3 signs).

Service Agreements

University Facilities will provide a detailed service agreement prior to an event indicating all anticipated charges for services to be rendered. Approval of the agreement and an account number before providing services is required. In the case of groups without UB account numbers, a 25% cash deposit, based on the estimate, will be required five (5) business days in advance of the event. Changes in scheduling, additional requests and cancellations will affect the final costs. University Facilities will inform the event contact person or designee of changes to the original estimate and obtain approval before moving forward with changes or additional services. If the event contact person or designee is not available, University Facilities will provide services which they believe are in the best interest of maintaining the integrity of the event. The sponsoring department will be charged for such services.

February 19, 2004 1:02 PM